Too often, teams are formed merely by gathering some people together and then hoping that those people somehow find a way to work together. Teams are most effective when carefully designed. To design, develop and support a highly effective team, use the following guidelines:

1. Set clear goals for the results to be produced by the team.

The goals should be designed to be “SMART.” This is an acronym for:

• Specific
• Measurable
• Achievable
• Relevant and
• Time-bound.

As much as possible, include input from other members of the organization when designing and wording these goals. Goals might be, for example, “to produce a project report that includes a project plan, schedule and budget to develop and test a complete employee performance management system within the next year.” Write these goals down for eventual communication to and discussion with all team members.

2. Set clear objectives for measuring the ongoing effectiveness of the team.

The objectives, that together achieve the overall goals, should also be designed to be “SMART.” Objectives might be, for example, to a) to produce a draft of a project report during the first four weeks of team activities, and b) achieve Board-approval of the proposed performance management system during the next four weeks. Also, write these objectives down for eventual communication to and discussion with all team members.

3. Define a mechanism for clear and consistent communications among team members.

New leaders often assume that all group members know what the leaders know. Consistent communication is the most important trait of a successful group. Without communication, none of the other traits can occur. Successful groups even over-communicate, such that:

• All members regularly receive and understand similar information about the group, for example, about the group’s purpose, membership, status and accomplishments.
• These communications might be delivered through regular newsletters, status reports, meetings, emails and collaboration tools.

4. Define a procedure for members to make decisions and solve problems.

Successful groups regularly encounter situations where they must make decisions and solve problems in a highly effective manner. Too often, the group resorts to extended discussion until members become tired and frustrated and eventually just opt for any action at all, or they count on the same person who seems to voice the strongest opinions. Instead, successful groups:

• Document a procedure whereby the group can make decisions and ensure that all members are aware of the procedure.
• The procedure might specify that decisions are made, first by aiming for consensus within a certain time frame and if consensus is not achieved, then the group resorts to a majority vote.

5. Develop staffing procedures (recruiting, training, organizing, replacing).

Too often, group members are asked to join the group and somehow to “chip in.” Unfortunately, that approach creates “chips,” rather than valuable group members. Instead, if group members go through a somewhat organized, systematic process, then new members often believe that the group is well organized and that their role is very valuable in the group. Successful groups:

• Identify what roles and expertise are needed on the group in order to achieve the group’s purpose and plans – they staff according to plans, not personalities.
• New group members go through a systematic process to join the group – they understand the group’s purpose, their role, their next steps and where to get help.

6. Determine the membership of the group.

Consider the extent of expertise needed to achieve the goals, including areas of knowledge and skills. Include at least one person who has skills in facilitation and meeting management. Attempt to include sufficient diversity of values and perspectives to ensure robust ideas and discussion. A critical consideration is availability – members should have the time to attend every meeting and perform required tasks between meetings.

7. Determine time frames for starting and terminating the team, if applicable.

Now consider the expertise needed to achieve the goals of the team, and how long it might take to recruit and organize those resources. Write these times down for eventual communication to and discussion with all team members.

8. Determine the membership of the team.

What expertise might the team need to achieve the goals of the group? For example, an official authority to gather and allocate resources, or an expert in a certain technology. Always consider if the members will have the time and energy to actively participate in the team.